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How to Manage a Project Schedule with a Gantt Chart

Tap a step to see it in order.

  1. Build a list of project tasks

    Break the entire project down into individual tasks and organize them into a list.

  2. Set each task's duration

    Decide each task's start and end date, which determines the length of the bar that represents it.

  3. Assign an owner to each task

    Assign a person to each task so it's clear who is responsible for what, and by when.

  4. Show a progress bar for each task

    Fill in a progress indicator inside each task's bar so actual progress is visible at a glance.

  5. Build it with a free spreadsheet or web tool

    Using a free spreadsheet's bar-chart feature, or a web-based Gantt chart tool, lets the bars draw themselves automatically just from the dates you enter.

  6. Update it regularly

    Refreshing the chart every time the schedule shifts is what lets the whole team see exactly how far actual progress has drifted from the original plan.

When you actually need a Gantt chart

In a project where several tasks run at the same time, a Gantt chart that shows each task's start date, end date, and owner at a glance is what lets you catch a schedule slip early and respond before it derails the whole plan.

If you also want to log daily work hours

Separately from the overall project schedule, if you want to track the actual hours a person or team spends day to day, it's worth looking into a simple timesheet template for logging work hours.

Frequently Asked Questions

Do I need dedicated software to build a Gantt chart?

No β€” a free spreadsheet's conditional formatting or bar-chart feature is enough to build one, and a free web-based tool makes it even more convenient.

Isn't it a hassle to maintain a Gantt chart when the schedule changes often?

If changes happen frequently, using a tool where the bars adjust automatically just by editing the dates β€” rather than redrawing everything by hand each time β€” cuts down the maintenance burden significantly.